Automated Egnyte External Share Audits
Every Monday, WebRun opens Egnyte, lists the links shared outside your company along with who created them, which folder they expose, and whether they carry an expiry date, records every one in a Google Sheet with its age, and leaves a Gmail draft for the file owner naming the links that look stale and should be revoked.
How do I review which files are shared outside my company?
WebRun audits your Egnyte external sharing every Monday. It lists links shared outside your company with their creator, folder, age, and expiry setting, logs each one in a Google Sheet, and leaves a Gmail draft naming the stale links to revoke, so open access is reviewed weekly rather than never.
- Every external link carries an age and an owner
- Stale shares are reviewed weekly instead of at audit time
- Nothing is revoked without a person deciding
Built for IT administrators · compliance teams · professional services firms · operations managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.egnyte.comin a real browser with your saved login - no setup, no API keys. -
1
Egnyte - review external shares and access
egnyte.com
WebRun opens Egnyte to review external shares and access. - Open Egnyte and go to the shared links and reporting area
- List links that are public or shared with addresses outside your domain
- Record the folder or file, who created the link, when it was created, and whether an expiry date is set
- Flag links older than your threshold and links with no expiry at all
Done when Every external share is listed with its owner, age, and expiry setting.
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2
Google Sheets - log every share with its age
google.com
WebRun opens Google Sheets to log every share with its age. - Open the external sharing register sheet
- Add a dated row per link with the folder, creator, recipient domain, age in days, and expiry setting
- Mark links that appeared in last week's run and are still open
- Sort so the oldest links with no expiry sit at the top
Done when This week's external shares are recorded in the sheet.
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3
Gmail - draft the revoke list for review
gmail.com
WebRun opens Gmail to draft the revoke list for review. - Compose a short summary email to the file owner or compliance lead
- List the links recommended for revoking, with folder, age, and who created each
- Link the Google Sheet for the full register
- Leave the message in Drafts. WebRun never sends it, so a person decides who gets told
Done when A review-ready draft is waiting in Gmail.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it revoke access on its own?
No. WebRun only reads Egnyte and reports. Revoking a link can cut off a client mid-project, so the revoke list is a recommendation and a person makes the change in Egnyte.
Does it send the summary email?
No. The Gmail message is left in Drafts for you to read, edit, and send. Nothing leaves your mailbox without a person clicking send.
Does it open or copy the shared files?
No. It records the folder path, the creator, the recipient domain, and the dates. It does not open file contents or move anything out of Egnyte.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.